Job Description

General Purpose of the Position:

Provide secretarial and administrative support to the CareerSource Broward Operations department Senior Vice President and other department members.

 

Essential Responsibilities and Duties:

Manage and maintain department’s Senior Vice President’s schedule using Microsoft Outlook calendar function ensuring tickler system is utilized.

Prepare a wide variety of invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software.

Prepare agendas, take and transcribe minutes, and make arrangements for committee and other meetings.

Interact often with board and committee members.

Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.

Coordinate and schedule internal and external meetings and events for Department head and other department staff as needed.

Assist and serve as back-up support for the President and Executive Vice President in the absence of the Executive Secretary.

Open, sort, and distribute incoming correspondence, including faxes and email.

File and retrieve agency documents, records, and reports.

Post contracts, contract modifications and budgets to the Operations Life Line

Assist in creating and updating the department’s Procedure Manual

Answer telephone calls and greet visitor. Determine whether they should be given access to specific individuals. Direct callers and visitors to appropriate persons.

Prepare responses to correspondence containing routine inquiries.

Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.

 

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Essential Responsibilities and Duties: - continued

Make travel arrangements for various department members.

Research, and prepare reports and analysis for director and other department staff.

 

Track and summarize relevant legislation and workforce communications.

 

Participate in the agency’s hiring process by serving on screening and interview panels as needed.

 

 

Participate in agency’s quality improvement initiatives by continually focusing on strategic planning and improving customer service.

 

Communicate with coworkers, management, staff, clients, and the general public in a courteous and professional manner.

 

Conform with and abide by all regulations, policies, work procedures, and instructions.

 

Respond promptly when returning telephone calls and replying to correspondence, emails, and faxes.

 

May be assigned other responsibilities on a temporary or ongoing basis as necessary for the delivery of quality service within the Department or CareerSource Broward as an organization.

 

Supervisory Controls and Guidelines:

Incumbent is under the direct supervision of the Senior Vice President of Operations for Career Source Broward.  Areas of work are assigned and the incumbent must use independent judgment to determine how to best achieve the established objectives.  Incumbent may receive additional assignments through other Managers within Department, with approval of the supervisor. The supervisor monitors the work.  WIOA regulations, including federal and state rules and guidelines, CareerSource Broward personnel rules, policies, and procedures, labor laws, technical assistance guides and current best practices research are tools used by the incumbent.

 

Education, Experience and Knowledge Required:

An Associate’s Degree or equivalent plus five years of progressively responsible secretarial and administrative experience are required. Prior experience working with and staffing a lay committee that involves preparing agendas as well as taking and disseminating meeting minutes preferred. Bachelor’s degree preferred.

 

Must be proficient in all Microsoft Office applications and possess extensive Word and Excel skills, possess the ability to utilize state workforce development databases and possess the ability to utilize the Internet to conduct research and obtain data. The ability to establish and maintain effective working relationships with other employees at all levels; the ability to effectively communicate orally and in writing, the ability to prioritize work; the ability to perform many tasks in a short time frame is necessary; and the ability to follow oral and written instructions. 

 

This position description in no way states or implies that these are the only job duties to be performed by the employee(s) in this position.  Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

 

 

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Education, Experience and Knowledge Required cont’d:

 

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.  All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.  To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.  The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. 

 

ADA Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be used to enable

individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to write, type or file; use eyes to read, and speak or hear.  The employee frequently is required to reach with hands and arms.  The employee is occasionally required to stand, walk, or climb; or balance; and bend, stoop, or kneel.  The employee must occasionally lift and / or move up to 10 pounds. 

 

The work environment characteristics are representative of those an employee encounters in an office environment.